Awaken Learning

BeOnline &Report

BeOnline &Repiort is an incident management SaaS platform designed to simplify and encourage the reporting of accidents, near misses and ill health. Easily scalable and customisable, its intuitive end-user incident submission workflow provides tools to manage, control, review, and escalate incidents, ensuring legal compliance (i.e RiDDOR, USHA)

Features

  • Available through any browser, as an SaaS solution, mobile compatible
  • Easy to customise, flexible incident and accident management reporting
  • User friendly interface encourages uptake across the organisation
  • Over 25 reports available with interactive graphs and exportable data
  • Multi-tier access provides customisable management levels tailored to your organisation
  • Recordaction, recording reports, risk assessments, photos and documents
  • Manage investigations, review cases and record/evaluate corrective
  • Easy submission workflow facilitates and promotes increased near miss reporting
  • Accessible for submission by members of public/visitors
  • Equipped with automatic RIDDOr occurrence notification and escalation

Benefits

  • Easy to deploy, with free ongoing training and support
  • Compliant with HSE standards, RIDDOR reporting and USHA requirements
  • Optimised to identify incident trends, occurrences and measure performance
  • Ideal for assigning responsibility for investigation easily to incident managers
  • Proven to increase ill-health and historically under reported accidents
  • Supports analysis of cost incurred in dealing with incidents
  • Track loss of resources, time and equipment
  • Create bespoke escalation and reminder rules
  • Reduce insurance premiums and support clients against claims
  • Easily compare performance by period and incident type

Pricing

£1500 to £8950 per instance per year

  • Education pricing available
  • Free trial available

Service documents

Framework

G-Cloud 11

Service ID

3 4 0 4 1 7 9 9 8 9 2 5 1 3 1

Contact

Awaken Learning

Marco Bulmer-Rizzi

02083556144

marco.bulmer-rizzi@awakensoftware.com

Service scope

Software add-on or extension
No
Cloud deployment model
  • Private cloud
  • Hybrid cloud
Service constraints
Not applicable
System requirements
  • 2GHz Intel Processor (or equivalent)
  • 2GB RAM (or higher)
  • 1024 x 768, 32-bit screen resolution
  • Internet Explorer 8 or higher - Javascript enabled
  • Safari, Opera, Firefox and Google Chrome – latest version
  • Adobe Acrobat Reader – latest version

User support

Email or online ticketing support
Yes, at extra cost
Support response times
Response time averages from between 4 to 6 working hours Monday through Friday. Support is restricted to system administrators (unlimited number)
User can manage status and priority of support tickets
No
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
Unlimited support is available to client's designated system administrators during normal office hours, Monday through Friday 8:30AM to 6:30PM, excluding UK Bank Holidays.

Support is available via service desk, email, telephone and webex/remote connection.

On site support can be provided at a the published daily rate.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Unlimited, ongoing training and support is provided at no additional charge. System training is designed around clients' needs and requirements and delivered onsite, online or via user documentation if applicable.

Initial system training is delivered at key milestones during the initial roll out process maximizing user experience and knowledge.
Service documentation
No
End-of-contract data extraction
Data exports are available to all system administrators and managers in the reporting section of the management system. All data can be exported in CSV or Excel format, selected information is also available for export in PDF or Word format.
End-of-contract process
As all data is available for export in CSV or Excel format directly from the management interface of the system, clients can extract data as and when needed. The full data exports allow clients to easily manage all data for future reference or further editing (i.e. for import in a new system).

Clients can remove any information that they do not wish to migrate or that is deemed not required. If additional, bespoke formatting of data is required - such as in the case of a client requiring specific formatting of information or other data manipulation - our daily rate for bespoke development would apply.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
There are no differences between mobile and desktop services for management and reporting functionalities.

Some training content may not be suitable for mobile learning and not available for mobile access.
Service interface
No
API
No
Customisation available
Yes
Description of customisation
Branding of the application interface is carried out as on behalf of clients by Awaken team as part of the onboarding process.

Clients appointed system administrators can easily customise the application interface including structure, management reporting and access and email content and frequency is accessible by the client from the front end.

Full customisation of incident forms is carried out as required on behalf of clients by Awaken module development team at no additional cost as and when required.

Scaling

Independence of resources
Each client instance is logically separated and we implement live monitoring of each individual client instance resources, availability, and environment as well as higher-level monitoring for the entire hosted environment.

Analytics

Service usage metrics
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2012
Government security clearance
Up to Developed Vetting (DV)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
No
Datacentre security standards
Managed by a third party
Penetration testing frequency
At least once a year
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process
Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Data exports are available to all system administrators and managers in the reporting section of the management system. All data can be exported in CSV or Excel format, selected information is also available for export in PDF or Word format.
Data export formats
  • CSV
  • Other
Other data export formats
  • XCL
  • WORD
  • PDF
Data import formats
CSV

Data-in-transit protection

Data protection between buyer and supplier networks
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Guaranteed availability
We guarantee our services to meet 99.9% availability, except in the cases of Force Majeure. Planned maintenance and software upgrades are carried out after business hours. Most maintenance and software upgrades are delivered with no service interruptions, where any temporary service downtime is required for the maintenance and software upgrade this will be limited to no more than 15 minutes and always carried out after working hours and with prior notification to the client.

Any issues reported through our service desk or telephone support will be answered according to the priority level (Level 1 - Fatal to Level 4 - Minor). Response time varies based on the priority level (60 seconds for Level 1 issues, 2 hours for Level 4 issues). Updates and resolution are provided at regular intervals of 2 hours until resolution. Specific SLAs and response times can be agreed with clients on request. Credit on the account would be issued in case service levels are not met.
Approach to resilience
Information available on request.
Outage reporting
We have live reporting including a dashboard, email alerts and other methods of notifications.

Identity and authentication

User authentication needed
Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels
Access is restricted by both role and domain of responsibility.
Access restriction testing frequency
At least once a year
Management access authentication
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

Access to user activity audit information
Users contact the support team to get audit information
How long user audit data is stored for
At least 12 months
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Other security certifications
Yes
Any other security certifications
  • Our hosting and cloud provider is ISO/IEC 27001
  • Our hosting and cloud provider is ISO 28000:2007
  • Our hosting and cloud provider isPCI certified

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
No
Security governance approach
Our datacentre and hosting services meet ISO/IEC 27001 standards and are certified. Internal security governance is tested independently by a third party audit. Senior Management and IT Director have responsibility for implementing any recommendation or changes as appropriate.
Information security policies and processes
Our Information Security policy is reviewed regularly and managed by senior management. Responsibility for information security policy rests with the IT Director and the Managing Director. Our security policies are reviewed at least every 6 months and appropriate training delivered to all staff every year.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Our change control board manages the configuration and change management processes for all our services.

All changes and new development are tracked from original change request/new development submission to live deployment. Our change control board uses a variety of tools (including JIRA and Bitbucket) to manage the process, including security impact analysis and testing.

All changes and tests results are documented and versioned.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
All our environments have real-time scanning and logging of suspicious activity, network scanning and system monitoring.

We follow a regular security and penetration test schedule using industry standard tools and best practices. We also work closely with a number of leading organisations to remain at the forefront of data security and drive our development forward.

Security patches and cloud environment upgrades and patches relating are fully managed by our hosting provider in real time, 24/7. Non-critical patches and security enhancement features are released as part of scheduled upgrade and maintenance schedule, typically every 4 to 6 weeks.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Our systems are scanned 24/7 for potential compromises by automated systems as well as direct supervision by qualified personnel.

If a potential threat or compromise is detected an alert is generated and immediate investigation is launched to assess issue and identify remedial action.

Investigation is launched immediately on discovery of potential compromise and follows a regularly tested protocal and escalation process. Additional information is available on request.
Incident management type
Supplier-defined controls
Incident management approach
Users can report incidents through our service desk around the clock and as well as by contacting our offices during normal working hours. Incident updates and reports are provided by email and service desk ticket update.

Secure development

Approach to secure software development best practice
Conforms to a recognised standard, but self-assessed

Public sector networks

Connection to public sector networks
No

Pricing

Price
£1500 to £8950 per instance per year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
Content sample evaluation for up to 14 days

Service documents

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